Document Security at Papershrink

Here at Papershrink's premises we understand the meaning of confidential information. We are registered Data Controller's with the Information Commissioners office in The UK. If you want to check out our details they are here at the ICO web site.

At our premises we have installed

• A Texecom Prestige 24 hour Alarm (Grade 2)

• Dual technology heat and movement detectors

• Digital communicator that links to a 24 hour monitoring station (man guarded)

• Powder, foam and CO2 Fire extinguishers placed strategically around the building

• Fire Alarm system Fire Sense

• Key code panel links to monitoring station.

All paperwork on the premises is kept in plastic zip locked bags so in the case of water invading then all the paperwork is kept dry.

Windows are double glazed and locked.

The hard drive and information systems are backed up twice daily onto external and secure backup servers off site and a copy is taken off the premises daily and in the case of a disaster no information will be lost.

Confidentiality

Over 95% of the information we scan is confidential. Some of the documents are commercially sensitive while others contain personal information such as individuals’ address, date of birth, mother’s maiden name, telephone number, etc. In all cases the information has been entrusted to Papershrink and we guarantee this information will remain confidential.

All our staff are required to sign a non-disclosure statement as part of their employment contract. Papershrink in turn can provide you with a confidentiality agreement or will happily sign your own. In addition, we have the following control points to re-enforce our confidentiality policy.

Additional Control Points

Process Logs: Logs showing employee name, date and time are kept for 3 years for each stage (preparation, scanning, indexing) requiring handling of original documents.

Files on server: Only operations employees have access to clients’ image files for processing purposes.

Your electronic files will be kept on our server until you indicate to us that you are happy with the results of our work. However at that point we will delete all your files on the server and backup tapes so that none of your information remains with us.
The same applies to any files you may want to have transferred electronically via FTP.

For more information on security please call us on 0844 414 0650